Prove Site Coverage & Eliminate Disputes
Across Every Managed Property.
Commercial property owners and facility managers require ironclad proof of site presence. Hirebase pairs multi-site visual dispatch with configurable site boundary geofencing, facial anti-spoofing verification, and continuous contractor compliance.
“Which sites are covered right now, and which contractors are actually compliant?”
That is the question an operations manager gets asked, and answering it by calling around to site supervisors does not scale past a handful of properties. Coverage gaps and expired contractor documentation both stay invisible until an incident or a client billing dispute forces the question.
The work is inherently distributed. A single property manager oversees crews that rotate across many sites in the same week, and the mix of direct employees and subcontracted labor changes from property to property. The record of who is where, and who is cleared to be there, has to be centralized even when the crews are not.
Scheduling
One Master Project View for every site, not a spreadsheet per location.
Verified attendance
Every punch is checked against a per-site geofence and a live photo verified with liveness and anti-spoofing.
Safety
OSHA-grade incident records and daily hazard checks, per site, per worker.
Onboarding
A per-worker document repository for every compliance record a contractor holds.
The Master Project View replaces a spreadsheet per site with one board for all of them.
Instead of a property manager keeping a separate roster for each building, the schedule opens into a single full-screen board for a given day, grouped by project manager. Each job card on the board carries its own job code, location, start time and field manager, with assigned workers shown as chips directly on the card. Any worker not yet placed on a job sits in a searchable “Available Employees” panel on the side, so an operations manager can see, in one screen, exactly which properties have coverage and which still have an open slot.
Assigning coverage is a drag: pull a worker from the available panel onto a job card and the assignment is made. There is no separate data-entry step and no second system to reconcile against the schedule a supervisor is actually looking at. Full mechanism detail lives on Scheduling & Field Execution.
Eight statuses, read the same way everywhere.
Every shift on the board carries one of eight statuses: Draft, Unscheduled, Not Punch In, Punch In, Punch Out, No Show, Missed Punch, Conflict. That is the same vocabulary whether the shift is at a downtown office tower or a suburban retail pad, so an operations manager scanning multiple properties in one sitting is reading one consistent signal, not translating between site-specific conventions.
A No Show, Missed Punch or Conflict requires a written note before it clears, so a coverage gap at one property shows up with the reason attached, not just a flag.
Nothing reaches a site until it is published.
A schedule stays in Draft while a dispatcher is still moving coverage between properties. Workers only see it once someone takes the explicit Publish step, which shows exactly who will be notified and who is still unassigned before it goes out. That distinction matters more, not less, once dozens of sites are being staffed off the same board: nobody shows up to a property based on a draft that was still being rearranged an hour earlier.
Publishing surfaces a “Not Assigned” list alongside the notified employees, so an open site is visible before the day starts, not discovered after.
A punch that proves a worker was actually at that property.
Coverage across dozens of properties is only as trustworthy as the punch behind it. Each site gets its own drawn geofence boundary, and every punch is checked against it before it is accepted, so a shift logged at one building can't be recorded from another. The configured attendance controls behind each punch are covered on Verification & Enforcement.
Out-of-geofence punches are flagged for review rather than silently accepted.
A live photo, checked with liveness and anti-spoofing.
The punch button stays disabled until a live photo is taken, and that photo is checked with liveness detection and anti-spoofing rather than accepted as a static image. A client-configured safety Q&A can run alongside it, with a different question set at punch-out.
The same verified-attendance sequence runs identically at every property, so a rotating crew produces one consistent standard of proof, not a site-by-site one.
A document repository per worker, not a filing cabinet per property.
Every worker, whether a direct employee or a contractor placed on a property, has a real document repository attached to their profile: each required document gets its own upload and a stored, timestamped record of who added it. That record travels with the worker across every site they are assigned to, so “is this contractor compliant” is a lookup on their profile, not a call to whichever property they worked last.
The same per-item, initialed policy-acknowledgement checklist and compliance documents used in onboarding, Workers' Comp and related policy acknowledgements included, stay attached to the worker's record for as long as they are active.
One incident record, five categories of detail.
An incident on a property is not captured as a single free-text note. It is organized into the categories a workers'-compensation claim or an OSHA inquiry will actually ask for, so a facility manager is not reconstructing the details from memory weeks later.
Employee Details
Name, sex, date of birth, job title, hire date, time on the job site and in occupation, home address and phone.
Incident Details
Job, weather, supervisor, date and time, work area, and who investigated the incident.
Medical & Investigation
Where the worker was treated, who took the report, and whether a drug test was performed.
Workers' Compensation
DWC first-report-of-injury form status and dates.
Injury Information
Body part affected, nature of the injury, and a free-text summary.
Up to five photos attach directly to the incident record, condition of a stairwell or a piece of equipment included, so the evidence lives with the record instead of a phone camera roll.
shift statuses every site reads the same way
structured categories per incident record
photos an incident record can carry
Shift Scheduling & Master Project View
Drag-and-drop contractor dispatch across portfolio locations with real-time status.
Geofenced Time Clock & AI Anti-Spoofing
Configurable punch verification with admin-defined boundaries and live facial verification.
Comparing Facilities & Field Workforce Tools?
Review how Hirebase replaces multi-app SaaS stacks with single-tenant Azure data sovereignty, GPS route tracking, and OSHA incident logs under flat enterprise pricing.
Facility management operational & vendor dispute defense decision criteria.
Compare Hirebase against legacy CAFM systems and standalone time-tracking apps across multi-property presence, contractor compliance, visual dispatch, and portfolio licensing.
| Operational Requirement | Hirebase Platform | Legacy CAFM/CMMS (Corrigo, ServiceChannel) | Point Time Tracking Apps (Deputy, When I Work) |
|---|---|---|---|
| Multi-Property Presence & Anti-Phantom Punching | 10m GPS geofencing, 1.5s live facial anti-spoofing, out-of-geofence punches flagged for review across all properties. | ~Disconnected work order tickets with zero biometric presence proof; contractors can close tickets remotely from home. | Basic smartphone app with easily spoofed GPS coordinates, no facial anti-spoofing, and zero post-specific hazard sign-offs. |
| Subcontractor & Vendor Compliance Gating | Per-worker document repository with initialed safety policies, COI/1099 verification, and active qualification gating before dispatch. | ~Vendor insurance PDFs stored in disconnected portals without real-time shift dispatch enforcement or roster gating. | Requires paying separate software licenses for subcontractors; zero document verification or policy initialing. |
| Portfolio-Wide Visual Dispatch & No-Show Alerts | Master Project View with 8 standardized shift statuses, drag-and-drop contractor dispatch, and mandatory notes for anomalies. | ~Static work order lists; dispatchers cannot see real-time crew location, transit time, or open shift slots across properties. | Standalone shift boards with no multi-property portfolio view or cross-building crew visibility. |
| Facility Incident Defense & OSHA Documentation | Structured 5-category incident records (employee, incident, medical/investigation, workers' comp DWC, injury) with 5 photo attachments. | ~Unstructured work order comments or paper incident binders; photos and incident notes disconnected from timesheet and GPS data. | Unstructured plain-text notes field or external supervisor text messages with zero OSHA or workers' comp audit defensibility. |
| Commercial Portfolio Licensing Economics | Predictable flat enterprise licensing with zero per-technician monthly seat tax; add seasonal custodial crews with zero cost penalty. | ~High per-property or per-work-order enterprise contracts with expensive professional services implementations. | Compounding per-user monthly seat tax ($4-$8/user/mo) that penalizes rotating large custodial and maintenance rosters. |
Stop Phantom Invoicing & Vendor Disputes
10m geofence boundaries, facial anti-spoofing verification, and Enhanced Punch routing data eliminate unverified contractor billings and disputed maintenance invoices.
Zero Per-Technician Headcount Tax
Maintain rosters of hundreds of direct facilities technicians and rotating 1099 custodial contractors without incurring escalating monthly per-user software fees.
Frequently asked questions about facility management software.
Clear operational answers on how Hirebase verifies contractor arrival, coordinates multi-site dispatch, enforces compliance gating, and protects property NOI.
How does Hirebase verify that cleaning, janitorial, or maintenance contractors actually arrived at a property?
Hirebase enforces multi-layered verification on every punch: an admin-defined 10-metre GPS geofence boundary around the commercial property, a 1.5-second live camera selfie with facial liveness and anti-spoofing checks, and mandatory safety Q&A. The punch button remains disabled until the photo is verified, ensuring contractors cannot log shifts from vehicles or punch in on behalf of absent peers.
How does the Master Project View streamline workforce scheduling across multi-building real estate portfolios?
The Master Project View provides a single, full-screen operational board for the entire property portfolio, grouped by project manager and property. Each job card displays its location, start time, and assigned workers. Shifts use eight standardized statuses (Draft, Unscheduled, Not Punch In, Punch In, Punch Out, No Show, Missed Punch, Conflict), allowing regional operations leaders to detect and fill coverage gaps instantly.
Can facility management companies enforce contractor compliance and safety certifications before shift dispatch?
Yes. Hirebase maintains a dedicated compliance document repository for every technician and subcontractor on the roster. Required certifications, workers' compensation policy acknowledgements, and safety documents are tracked per worker, ensuring dispatchers only assign fully cleared personnel to commercial properties.
How does Hirebase protect property managers against disputed vendor invoices and phantom contractor billing?
The Enhanced Punch report reconciles every contractor punch with real routing distance, travel time, and in/out facial timestamps. If a vendor bills for an eight-hour shift but the crew departed three hours early or punched off-site, operations managers have tamper-proof digital evidence to reject disputed line items and protect property Net Operating Income.
Go deeper
Practical answers for your evaluation
Coverage and compliance,
visible at every site.
We will map Hirebase to your compliance framework,
your ERP and your region.